# RustFest 2020 - meeting 19

2020-03-02, 20:30 CEST

[Past meetings](https://hackmd.io/WfdkTzJdQjuUeozuYpqMEw?view)
[Zoom](https://zoom.us/j/259035034)

## Attendees

* Rafaela
* Jan-Erik
* Dirkjan
* Alexander
* Martijn
* Jeske
* Flaki
* Erik

## Talking points

* [Discuss scenarios regarding Corona Virus (continue discussion on Zulip)](https://rustfest.zulipchat.com/#narrow/stream/196467-RustFest-Netherlands/topic/Coronavirus.20discussion)
* [Good article for setting context](https://www.theatlantic.com/health/archive/2020/02/covid-vaccine/607000/)
* Publish statement "we're monitoring the situation"
* Make people aware that they may want to book refundable flights/hotels, etc.
* Cancel policies for venue, tickets, etc.
* The issue is more in the budget/expectations than with the virus itself
* What are the Dutch authorities saying about this?
* Central authoritiy for this is [RIVM](https://www.rivm.nl/). Currently 18 people in NL, no restrictions on events listed on that website yet.
* Prospects of attendance in NL community?
* Does insurance cover cancellation of the event?
* The board member insurance does not. We did get [a quote for a cancellation insurance](https://drive.google.com/file/d/1j7WTZ9A0hEgY8P6MgQNh-jFyuL1EsKYz/view), but it will likely be a lot more expensive now (if even possible to insure)
* Jan-Erik will talk to Florian, then we can decide if we want to continue
* Communicate to attendees to book flights, hotel etc. that can be refunded
* Postponing (to autumn for example) is also still an option which would be less drastic than cancelling
* Not so much response so far regarding Sweden event aimed at later this year

* Timeline
* Written statement regarding venue signed?
* VAT number was estimated to be ready by start of March, any news?
* It is not ready. The accountant has a direct line to the tax office and will get an update end of the week. Tax office is very busy this time of the year.
* Don't start ticket sales until we have VAT number

* Venues
* Utrecht University
* [name=Dirkjan] Get an updated quote from the caterer
* Updates?
* Get insurance ready before we sign venue contract
* [name=?] A foundation board member can approve the quote online, by clicking on the link "Aanvragen", here: https://drive.google.com/file/d/11XSRnKgn7ME1f_WrmjHD5J-jRrbbhnFH/view

* Accessibility:
* [name=Dirkjan] and [name=Erik] visited the university on **28th of February**
* Details [on HackMD](https://hackmd.io/h19UMvJsR1OKfvx7VULf8Q?view)
* Photos and videos on [Google Drive](https://drive.google.com/drive/folders/196ryuHbMfSVwHtaQm34M-a2seUP7F8vy)
* Remaining questions:
* Internet
* Toilets: Are all of them non-gendered, as on the photo? Wheelchair accessible? Are there garbage bins in the toilets? (we received a complaint about the latter last year)
* We can re-label the toilets
* Check which busses go on the weekend of the conference, and if they are wheelchair accessible too
> "We aren’t allowed to use tape, but should use “gum stuff”
* What exactly is meant by "gum stuff" ?
* Probably stuff like "Adhesive Putty", e.g. https://www.amazon.com/Scotch-Brand-860-Removable-Multicolor/dp/B000AN7EW4
* Is maps and orientation material available?
* Which address/recipient can we get the sponsor stuff shipped to?
* Ship to reception, [name=Dirkjan] will find out address
* Is there space to leave jackets?
* Yes, cloth hangers
* Room to lock stuff already on Friday night?

* Tech stuff
* [name=Jan-Erik] talk with AV-company again about price & conditions
* If we book our own people, they would bring cameras etc.
* ~3000€, but [name=Jan-Erik] will reach out again
* Talked with the company, will give a concrete offer next week. Cameras are available.
* [name=Dirkjan] Chase UU about A/V options
* If Utrecht university students do it, that would be ? €
* They can't do live streaming by default, would probably be more expensive
* Not a good option
* They can offer one of their A/V personal for Saturday morning to show us around
* Live streaming is only add-on, if it's in the budget

* Sponsorships

* Sponsorship leaflet
* [name=Erik] created a [draft leaflet](https://hackmd.io/@6kCTvzQOQee9xwqcePiXTw/BJJaD0sm8)
* [name=Everyone] Provide feedback in the sponsorship thread
* [name=Erik] ~~Round sponsorship package pricing to 2-4-6-12k~~
* Erwins future involvement is unknown/in question right now. Any updates?
* No updates
* Wait a week for updates before putting more people on sponsorships.

* Impl days
* Wouter has been looking into places
* There's a place that could be both impl days venue and hotel
* Any info on this on Zulip?
* [name=Jeske] has been [looking into a venue](https://www.liskcenter.io)
* Requirements:
* Space for 200+ people on 1st day, 100-150 people on 2nd day
* School desk set up
* Catering requirements:
* Beverages (Coffee/tea/water)
* Maybe snacks/biscuits/fruits if possible
* More info [here](https://alexwlchan.net/ideas-for-inclusive-events/short-version/)

* Accommodation: Updates?
* [name=Wouter & Martijn] Search for hotels for speakers
* Requirements:
* booking for friday-monday (3 nights)
* potentially book +1 night for some people (keynotes, speakers traveling from far away) before/after (ask for this in the offer)
* should be nice-ish.
* max 150 euro per night.
* aim for 20 rooms reserved.
* with some flexibility
* get booking-code or block-reservation to allow speakers paid by their company book into this reserved block.
* can really start communicating when we can place a deposit.
* Near a public transport line that goes to the venue.
* Search for hotels that can be communicated on the Website as options/recommendations for attendees

* New potential RustFest team member
* E-mail from Niklas Nik Büchner, see [Zulip thread](https://rustfest.zulipchat.com/#narrow/stream/196467-RustFest-Netherlands/topic/Prospect.20Members)
* Do we want to tell them about the planned date and invite to team orga?
* Yes, invite them to attend the meetings
* [name=Rafaela] will do

* Announcement
* Publish on Wednesday or Thursday, if everything is ready by then

## Past actions

* [ ] Establish general refund policy (Jan-Erik)
* [ ] Get Stripe account ready for NL event (Jan-Erik)
* almost done
* [ ] [name=Wouter?] Ask in Zulip about feedback for impl days venue
* [ ] Get initial funds from Mozilla or Barcelona (Rafaela)
* They received our invoice and will process payment within 45 days
* [x] [name=Wouter] Get access to bank account (Erwin, Wouter)
* [ ] Clear e-mail list and make NL team admins (Jan-Erik)
* Remove Barcelona people from list (Jan-Erik)
* Follow up with Wouter and Dirkjan
* Sync netherlands@ and team@
* [ ] [name=everyone] Provide photos and short text to Alexander for team bios on NL homepage (or add them on GitHub yourself)
* Overview here: https://github.com/RustFestEU/netherlands.rustfest.eu/tree/master/content/teammembers
* [name=Rafaela] Ping people on Zulip
* Couldn't take care of it because I was sick last week, will do this week
* Still missing: Dirkjan (bio), Jeske?, Jan-Erik (bio), Flaki (bio)...
* [ ] [name=Flaki] Will create an expectation documenting regarding the general design and branding of RustFest (not just Netherlands)
* *Still* in progress ("writer's block")

Tasks dependent on **fixed date**:

* [ ] Send a post to meetup-group as a Call to Arms when venue and date are confirmed (Dirkjan)
* [ ] Create a new CfP event for 2020 (Jan-Erik)
* Progress once date is fixed
* [ ] Approach keynote speaker(s)
* [ ] Organize new meet up and date